Trumbull Housing Authority – February 27, 2017

Trumbull Housing Authority
February 27, 2017
4:00 pm
Community Room of Stern Village

Commissioners Present:  Chairman Janice Kopchik, Susan Fatse and Deborah Dowd

Also Present:  Executive Director Harriet Polansky

Commissioners Absent:  Commissioners Suzanne Donofrio and Paul Niebuhr

The meeting was called to order at 4:05 pm by Chairman Kopchik followed by Roll Call and the Pledge of
Allegiance.

Past Minutes
1. Motion was made by Mrs. Kopchik to approve the minutes of January 23, 2017 as written.
Seconded by Mrs. Fatse and approved unanimously.
2. Approval of the minutes of February 13, 2017 was moved to the March meeting.

Treasurer’s Report
Ms. Dowd reported for the Trumbull Housing Authority for the period ending January 31, 2017.  Stern
Village and Stern Center had an overall loss of approximately $54,293.  This is attributable to the
numerous vacancies in the Village and Center, reducing the rental income by $36,000, as well as
additional legal expenses of $10,000 and costs of advertising for the wait list opening and necessary
credit checks totaling $8,000.  Currently our reserve balance is $1,482,284 which is approximately
$6,677 for each unit in the entire complex.  It was explained that the increase in legal fees was due
partially to evictions.

Director’s Report
Ms. Polansky reported the overall cash position as of January 31, 2017 showed a balance of $948,640
including the investment account.  Accounts Payable is approximately $63,397, including the PILOT
accrual for the current year.  Ms. Polansky will continue to look at other projects to further improve the
facility within the realm of affordability, need and security.
Ms. Polansky is working on the 2017 Small Cities Grant to be used for new windows for 186 units.  She
will meet later with a sub‐committee of the Town Council to ask them to approve the Small Cities Grant
to be used for this purpose.
Ms. Polansky is applying for funds with the State for exterior improvements to the Village buildings as
well as for the Congregate.

Neil is working on a 501(3)(c) that will be used to get additional money into the property by getting
HTCC money and money from other sources.  Under the HTCC program, a non‐profit corporation can
receive up to $500,000 annually in State tax credits which can then be sold to State business firms in
return for cash contributions to the non‐profit corporation’s housing program.  Each year CHFA allocates
up to $10 million in State HTCC tax credits on a competitive basis to non‐profit corporations.  Neil, Ms.
Polansky, Frank and Bruce from Millennium and George Wiles met with CHFA and DOH for a pre‐
application meeting.  The State does not have Rental Assistance any more so we are looking at health
and safety issues which are the roads, pathways, curbs, sidewalks, sewers, roofs, doors, insulation, etc.
For the Congregate it is more mechanical systems such as replacing the generator, adding attic
insulation, replacing the boiler – things that affect all residents.  We are asking the State to provide us
funding to fix our infrastructure issues that affect every resident.  There is not enough funding available
to tackle the inside of each unit at this time.
At the present time, the Village has five vacancies and the Congregate has three vacancies.  May have to
open up a wait list again but Ms. Polansky is waiting on directive from the State based on the meeting
today.

Unfinished Business
None.

New Business
None.

Update from the Stern Village Resident Association
Ralph Claudio reported the following:
1. Resident Association Board Vacancy Filled –Two nominations for the vacant Member‐at‐Large
position on the Stern Village Resident Association Board were received at the February 7, 2017
Resident Association Meeting.  Nominations included Ralph Claudio and Judith Restieri.
Members had an opportunity to hear from both candidates.  A vote was conducted and Ralph
Claudio was elected to serve the remaining term for the Member‐at‐Large position on the
Resident Association Board.
2. Request for Funding of Resident Association – The Stern Village Resident Association
respectfully submitted a request for funding.
3. Road/Sidewalk Repairs Petition and Town Hall Meeting – The Resident Association has been
collecting signatures to be submitted to the Town of Trumbull to repair the roads and sidewalks
of the Stern Village community.  A total of 180 signatures of support have been collected.  The
Association is seeking to coordinate a Town Hall Meeting which would afford residents the
opportunity to speak with town representatives to engage their support in addressing this issue.
4. Welcome Packet Committee – The Resident Association will be developing a Welcome Packet to
provide to new residents upon move‐in.  The Association has established a committee and will
be working to develop the materials to be included in the packet.  All residents’ ideas and
suggestions are welcome.
5. Sunshine Club – The Resident Association has formed a Sunshine Club which will recognize
residents for birthdays, anniversaries, when ill or hospitalized and upon moving in or moving
out.  A Sunshine Club Participation form will be distributed to all residents during March.
Residents will be able to select if and how they will participate.
It was noted by the Board that the Association must have a Treasurer before this funding will be
addressed.

Resident Comments
1. Joan – requested if the Maintenance Department could plow out to the parking lot so that
people can get to the cars and the Congregate.  She requested a more direct route over the
grassy area be cleared.
Ms. Polansky will speak with the Maintenance Department to see if this would be a problem.  It may
become slippery and cause a falling hazard.
2. Bob – also requested some type of path to the circle by his apartment so that residents do not
have to walk all the way around to get to the sidewalk.
The Board suggested that a work order be done so that the Maintenance Department will know the area
to work on.  Ms. Polansky will walk with the residents to see exactly what needs to be done.
3. El – spoke about the sidewalks and noted that the sidewalks are bad with cracks and are
uneven.  This is a health issue.
Mrs. Polansky noted she met with the State regarding the application for the 2017 State‐Sponsored
Housing Program Funding Round to talk about the acute health and safety issues that have to be
addressed which includes roads, paths, curbs and sidewalks.  This work would be over $800,000.
4. Christine – noted that she spends a lot of money on her clothes, socks, towels.  Complained that
her personal belongings have disappeared.  Someone comes in every day when she is walking
her dog and takes her belongings.  She stated the stealing has to stop.  Someone is searching
into her medications, clothes, money, wallet – she has had enough.
Ms. Polansky asked if a Police report had been done.  Christine said yes.  Christine noted she has a sign
on her door not to come in but when they see her walking her dog they come in.  Ms. Polansky asked
who has a key.  Christine replied that Ms. Polansky did.  Ms. Polansky noted she has a master key for
everyone’s apartment.  Christine does not know how people get into her apartment but she does know
that Ms. Polansky and Maintenance have keys.  Ms. Polansky assured Christine that her staff is not going
into her apartment to steal her belongings.  Christine stated that it could also be Ms. Polansky that is
stealing her belongings.  Christine also has a list of others who have things missing.
5. Dorothy – asked if the Housing Authority provided land lines to the residents.  She noted she has
a problem with her T‐Mobile cell phone service and would like a land line.  She also asked about
a traffic light as you come out of the village.
It was noted that land lines are the responsibility of the resident.  It was also noted that T‐Mobile is
building a tower in Trumbull Center within the next few months that will help with service.  A traffic light
would be a State issue.
6. Donna – noted that the snow from her front roof melts onto the area in the front of her building
and there is a lot of ice when it refreezes.  The walkway is on a hill and it is dangerous.
Mrs. Polansky will do a work order for Maintenance to see if they can find a way to help this situation.
7. John – noted the Resident Association does not have a specific Treasurer or Secretary as it is a
shared responsibility at this time.
Kim from TOVAH noted that the Association is allowed to have separate or shared responsibility for
these positions.  They need to open up a bank account and deposit funds.  A financial statement will be
provided to the Board and the Association members.

Adjournment
There being no further business, motion was made by Mrs. Kopchik to adjourn the meeting at 4:37 pm.
Seconded by Mrs. Fatse and approved unanimously.

Respectfully submitted,

Barbara Crandall
Clerk

Trumbull Housing Authority

January 23, 2017

4:00 pm

Community Room of Stern Village

 

Commissioners Present: Commissioners Suzanne Donofrio, Susan Fatse, Janice Kopchik

 

Also Present: Executive Director Harriet Polansky

 

Commissioners Absent: Deborah Dowd and Paul Niebuhr

 

The meeting was called to order at 4:06 pm by Mrs. Kopchik.   Roll call was conducted followed by the Pledge of Allegiance.

 

Past Minutes

Motion was made by Mrs. Kopchik to approve the minutes of December 28, 2016. Ms. Polansky noted two changes to the Commissioners’ names – Susan Fatse and Suzanne Donofrio.  Page 1 under Unfinished Business, second to last sentence should read – “voting to elect a Tenant Commission”.  All references to the State in New Business #2 should be capitalized. Seconded by Mrs. Donofrio to approve as amended.  Approved unanimously.

 

Treasurer’s Report

Ms. Polansky reported in the absence of Mrs. Dowd for the six months ending December 31, 2016. Stern Village and Stern Center currently has an overall loss of approximately $11,840. This is attributable to the numerous vacancies in the Village and Center, reducing the rental income, as well as additional legal expenses, costs of advertising for the wait list openings and necessary credit checks.  Currently the reserve balance is $1,519,219, which is approximately $6,843 for each unit in the entire complex.

 

Executive Director’s Report

Ms. Polansky noted the overall cash position as of December 31, 2016 showed a balance of $1,008,455, including the investment account. As of December 31, 2016, Accounts Payable was approximately $72,976, including the PILOT accrual for the current year.

 

The loss has decreased from last month. The biggest issue is the loss of rental income which will be made up.   Water usage has increased as well as the fee, maintenance costs have increased due to overtime with snow, plumbing issues and rehabbing units and some additional legal fees.

 

Ms. Polansky noted they are off to a great start this year. Vacancies have been filled and new residents have joined the Stern Village family.  Many have already moved in and have participated in activities.  There are two vacancies in the Congregate.  Ms. Polansky will continue to look at other projects to further improve the facility within the realm of affordability, need and security.

 

Several issues have been tackled and she is doing her best to prevent additional problems before they arise. Since December they have:

1. Replaced a roof on one of the buildings in the village
2. Started to replace the subfloors as deemed unsafe
3. Looked at several potential contractors for the heat pumps at Stern Village, looking at the electric panels and units. Jeff Holt (Manager) has answered several questions. The information for bidding on the heat pumps is on the Town’s website.
4. Started to compile the necessary documents and associated costs to apply for SSHP 2017 for the Congregate and 2017 Small Cities Application.
5. Worked on implementing a new lease for the Village and Congregate when tenant recertifications are conducted in March. A draft lease has been reviewed with approximately 50 residents at 2 separate meetings and they had positive feedback.

 

Unfinished Business

No unfinished business.

 

New Business

1. Ms. Polansky noted the Town is applying for the 2017 Small Cities Grant for Stern Village. They are looking at $800,000 to be used to replace the windows. Ms. Polansky is working with UI to offset some of the cost through incentives. George Wiles, from Wiles Architects, is working on this initiative as he has been involved with the project from the beginning. Mr. Wiles spoke on improving the building envelope to include changes in the energy codes implemented in October 2016 noting that any window over 5-7 years in age is not up-to-date according to code. The windows in the complex are much older and they will be replaced with high efficiency windows which will improve thermal performance. He reviewed the replacement procedure and the scope of his firm with regard to the installation. 905 windows are planned to be replaced. Mr. Wiles will provide information to UI as the scope of work needs to be described in the RFP. Ms. Polansky noted the DOH requires different on-site visits which makes the architectural firm a part of the project.

 

After discussion, Mrs. Kopchik motioned to approve Wiles & Architects to provide constructions, bid documents and construction administration services for the replacement of all exterior windows in 186 units of Stern Village. Seconded by Mrs. Fatse and approved.

 

Stern Village Resident Association Update

Mrs. Fisher noted there will be an election to fill a vacant position on the Association Board. This will be in held in February and supervised by Kim.  Nominees will not be held to the prior list but will include any resident who wishes to submit their names.

 

The Board will need to devise a plan for others to report to the THA Commission in the absence of the elected official. It was suggested by Mrs. Donofrio that the Association plan on making a report at all Commission meetings whether by the elected official or a stand-in.

 

Resident Comments

Paul Littlefield read the following statement:  “With all due respect, let it be spread on the minutes of this meeting that the Stern Village Tenants’ Association, Inc. strongly urges this Board stop the installation of mini split heat pumps in the apartments of Stern Village to replace the efficient electric-resistance baseboard heating and window AC units, out of concern for the safety and wellbeing of elderly leaseholders.

 

Consider that the large body of objectively based studies, including the Eversource electric company, conclusively demonstrates that heat pumps are not a safe alternative for use in elderly housing as they fail to adequately heat the apartments. They create drafts and they are not dependable.

 

Heat pumps are notorious for their inadequate production of heating and cooling, when heating and cooling are needed the most. The literature states that when the outside temperature drops below 25 degrees F, the heat pumps fail to maintain adequate heat for elderly tenants.  Heat pumps fail to adequately distribute sufficient heating to the bathrooms.

 

An architect and an engineer were hired but you failed to get a consultant in gerontology, one who specializes in the knowledge of the elderly. Installing heat pumps will but the elderly tenants at risk.

 

Heat pumps are high tech and high maintenance. They need to be cleared of ice and snow to function.  Can you see an elderly heart patient going out in a snow storm to clear off the snow and ice?  The costs to maintain and service heat pumps will not be cheap and will add to the pressures for rent increases.

 

This Board and the First Selectman have a duty to do due diligence. You need to do your homework and, if you do, you will find out that the installation of heat pumps will not accomplish what you intend and that they will have the unintended consequences of putting the elderly leaseholders at risk.  It is your obligation and responsibility to provide decent, safe and sanitary facilities.  Considerable time has been put into research and we leave with you a token of such research from Eversource and the Cold Climate Housing Research Center.  Respectfully,   Paul Littlefield”.  Mr. Littlefield provided additional information to the Commissioners to review.

 

Sandra Fisher – stated she understands the current heating system will remain in the event of a failure of the heat pumps.  She believes that anything the Board would approve would not be detrimental to the residents.  She also noted that the Maintenance staff is great and would like a letter to be written to acknowledge what they do.

 

Kim has helped with the meetings of the new Tenant Association and has guided them as a new Board. She will be with them for the next six months and will be able to help them know what to do in the future.

 

Joan – Agreed about the windows.  Her concern is air conditioning in the summer with respiratory problems.  She requested that the next issue to be addressed be the walkways because people are falling.

 

Adjournment

There being no further business, motion was made by Mrs. Kopchik to adjourn the meeting at 4:41 pm. Seconded by Mrs. Fatse.  Approved unanimously.

 

Respectfully submitted,

 

 

 

Barbara Crandall

Clerk

 

 

 

Trumbull Housing Authority
May 9, 2016
4:00 pm
Community Room of Stern Village

Commissioners Present: Chairman, Janice Kopchik, Commissioner Thelma Burr and Suzanne Donofrio

Also Present: Executive Director Harriet Polansky

The meeting was called to order at 4:02 pm by Chairman Kopchik. Roll call was conducted followed by the Pledge of Allegiance.

Mrs. Kopchik moved the Resident Comments to the end of the meeting.

New Business
Discussion and Possible Action regarding the Stern Village Tenants Association – Mrs. Kopchik noted that at the February 22, 2016 Trumbull Housing Authority Board meeting, Kim from TOVAH discussed Project Reach and her role in working with the residents of the Trumbull Housing Authority through Project Reach. On behalf of the residents of the Trumbull Housing Authority, Kim requested that the Trumbull Housing Authority Board of Commissioners engage the legal counsel of the Trumbull Housing Authority to act upon the interests and desires of the residents who wish to participate in their community via the Tenant Association and ensure that they are provided with equal opportunity to do so. Minutes are available from that meeting for review.

Mrs. Kopchik introduced Attorney Chris Russo who provided the findings of the Stern Village Tenants Association (SVTA).

Mr. Russo stated he was asked to look into the compliance aspect of the Stern Village Tenants Association with regard to state and federal law. The laws were reviewed and he corresponded with multiple attorneys that were representing Mr. Littlefield who is a resident here and the Stern Village Tenants Association. They requested a number of documents from each of them.

He noted the basic path the law goes through starts with Chapter 128. Sec. 8-41(b). This Chapter of the CT General Statutes deals with zoning, planning, and housing community development. This particular chapter also talks about municipal housing projects. The section deals with tenant commissioners but also deals with tenant organizations. This was reviewed as to what direction would be an appropriate tenant organization at Stern Village. Section 8-41(b) reads

“The authority shall designate a tenant organization as a recognized jurisdiction wide tenant organization only if the members of the governing body of such tenant organization were elected through a jurisdiction wide election and such tenant organization satisfies the requirements for election jurisdiction wide resident councils pursuant to regulations promulgated by the U.S. Department of Housing Development HUD.”

The Connecticut law directs to the federal law for standards that must be followed. CT 24 CFR 964 is the federal regulation they refer to. This lists a number of requirements.

The purpose of the regulation is to recognize the importance of resident’s involvement in creating a positive living environment and actively participating in the overall mission of public housing. The policy on tenant participation is that HUD promotes resident participation in the active involvement of residents in all aspects of the housing authority overall mission operation. As long as proper procedures are followed, the housing authority shall recognize the duly elected resident council to participate fully through a working relationship with the housing authority. HUD encourages housing authorities to work together. The federal law is connected to the state law and they say the same thing. The important thing is that proper procedures are followed. The housing authority has a duty to make sure that proper procedures are followed and these procedures are laid out in regulation. Mr. Russo focused on the procedures which are related to the Stern Village/Trumbull Housing Authority situation.

One section is 964.115 and it deals with resident council requirements. Resident council and tenant organizations are really interchangeable. It states a resident council must meet each of the following requirements in order to receive official recognition from the housing authority. Mr. Russo stressed the requirements that were important:

1. Must adopt written procedures such as bylaws which provide for the election of residents to the governing board by the voting membership of the residents residing in the housing. This has to be on a regular basis at least once every three years.
2. Written procedures must also provide for a recall election by the voting membership and the threshold for a recall election shall not be less than 10 percent of the voting membership.
3. Must have a democratically selected governing board that is elected by the voting membership. At a minimum, the governing board should consist of 5 elected board members. The voting membership must consist of heads of household and other resident of at least 18 years of age and older and whose name appears on the lease. The term voting membership is key because if there is not a proper voting membership and your bylaws call for a voting membership, it is a fatal flaw in the bylaws. This must be according with the federal law.
4. Election procedures and standards section is about bylaws and how those organizations are constituted. A resident council shall use an independent third party to oversee elections and recall procedures. This is not the housing authority or the tenant organization. The following minimum standards for election procedures must be followed:
a. All procedures must assure fair and frequent election of resident council members at least once every three years for each member.
b. Each member of the resident council shall adopt and issue election and recall procedures in their bylaws.
c. Election procedures shall include qualifications for office, frequency of elections and procedures for recall and limits, if desired.
d. All voting members of the resident community must be given at least 30 days notice for nominations and elections. The notice should include a description of election procedures, eligibility requirements and dates of nominations and elections.
e. If a resident council fails to satisfy HUD minimum standards for fair and frequent elections, or fails to follows its own election procedures as adopted, HUD shall require the housing authority to withdraw recognition of the resident council.

The Stern Village Tenants Association would need to meet these requirements. Mr. Russo was contacted by Attorney William Palmieri who represented the Stern Village Tenant Association and Mr. Littlefield. He was requested to provide documents related to these requirements and he was unable to produce any. Next Attorney William Whewell was contacted on 3/15/16 for documents relating to meeting these requirements and several other documents. Response was received on 3/29 and no documents were provided. Mr. Russo read the response which is attached to these minutes.

A copy of the original bylaws was also reviewed but there is no evidence they have been revised. There are several requirements missing with regard to elections and voting threshold. There is also a problem with member dues being required to vote. This is not a requirement under HUD. With HUD, you have to be head of household with a lease with Stern Village. This all compromises whether the Stern Village Tenant Association should be recognized. No election information has been received. If it was not in compliance with one of these requirements, the housing authority would need to withdraw recognition. In this case, none of the requirements have been met.

Mr. Russo has instructed the housing authority, even if there was never any recognition given to the SVTA, to make clear they are withdrawing any recognition of the SVTA. It does not follow with federal or state law and violates the standards in numerous areas. Unfortunately, the attorneys for the other side did not provide any documentation or cooperate with requests. The federal law encourages the housing authority to be active in engaging a tenant organization. It was the opinion of the SVTA that the housing authority had no oversight of the SVTA. Some internal topics are not within the oversight of the housing authority but making sure it is duly elected and the voting membership is appropriate is on the housing authority to make sure it is done in accordance with the law.

The housing authority has been advised to proactively move to a duly elected and constituted organization. The housing authority and tenant organization should be working together on decisions and the law actively encourages the housing authority to do so. He is advising the housing authority to withdraw recognition of the SVTA and also push to get a properly constituted tenant organization.

This meeting was noticed by agenda and a robo call was sent out. A document request was sent to his lawyer which stated the housing authority needed this information. We did not believe this organization was duly elected and this information would let us determine if this is the case. It was made clear they did not feel it was duly elected and that a new one should be formed. There has been a lot of time put towards this issue.

Mrs. Kopchik made a motion to approve the findings of Attorney Russo detailed in the submitted Opinion Letter addressed to Harriet Polansky, Executive Director of Stern Village, on May 2, 2016 and pursuant to those findings, to formally withdraw recognition of the Stern Village Tenants Association as a duly elected tenant organization pursuant to Chapter 128, Section 8-41(b) of the Connecticut General Statutes and 24 CFR 964 of the U.S. Code of Federal Regulations. Motion was seconded by Mrs. Donofrio and approved unanimously.

Kim from TOVAH applauded the efforts of the Board of Commissioners. This situation is not typically seen and by making this motion and decision it opens up the door to work towards and establish a duly elected resident association. Kim presented a time line of events to move this forward which is attached to the minutes. She also discussed the updating of the bylaws and elections.

Question was asked regarding the League of Women Voters and the legality of the election. The issue has been that since the people were elected they have not functioned in a way that is consistent with State and Federal law. Mr. Russo noted he had requested this material from the attorney and it was not provided. It is unknown if the election was done properly. If Mr. Littlefield wants to contest anything, he would need to provide information for review. It was noted in the Opinion Letter that the association was not in compliance. Mrs. Kopchik noted that Mr. Littlefield was reminded at all the meetings that he could only speak for himself, not the tenant association.

Resident Comments
In moving forward, we will not be mentioning tenants association. Kim noted that all correspondence will be written on TOVAH letterhead until the bylaws are approved. There is no reason to address the old tenant association.

Jackie Hyzynski –hopes that this is an end to the situation and that we can move forward before the State doesn’t have any money to help us.

Adjournment
There being no further business, motion was made by Mrs. Kopchik to adjourn the meeting at 4:48 pm. Seconded by Mrs. Donofrio and approved unanimously.

Respectfully submitted,

Barbara Crandall
Clerk

These minutes are considered a draft until approved at the next meeting of the Trumbull Housing Authority.